In This Article
As female business travellers set about their business trips, ensuring safety is key to peace of mind. Travel managers and individuals must recognise the unique challenges and potential risks that female business travellers may encounter.
By implementing effective safety measures and precautions, women can travel with confidence and security. Here’s a comprehensive guide to safety tips tailored for female business travellers.
Pre Business Trip
Checking safety protocols before a business trip is particularly important for any business traveller, especially women who need to take into consideration additional factors such as gender-specific risks. Whether you’re a female travelling alone for the first time, or a regular business traveller who may have forgotten what precautions to take, this guide will help you proactively address safety concerns to feel more empowered and confident to handle unexpected situations.
Assessing safety measures beforehand enables women to make informed decisions about transportation, accommodation, and activities to minimise risks while travelling alone.
The necessary steps are outlined below:
Researching the Destination
Travelling to an unfamiliar destination for a business trip can be an exciting opportunity, but it’s essential to prepare to ensure a smooth and safe experience. Researching the destination’s culture, customs, and local laws is crucial for female travellers, as it will help to navigate unfamiliar environments with respect and sensitivity.
Firstly, you want to understand the cultural norms and customs of the destination you are visiting. Start by gathering information on traditions and social etiquette, for example, what is the appropriate form of greeting. Pay attention to any gender-specific considerations, such as dress codes and behaviour expectations and make sure to take note of any sensitive cultural topics, to avoid unintentionally offending.
Research the expected attire for both business and casual settings in the destination you are travelling to. For female travellers, it is essential to have a balance between professionalism and cultural sensitivity. You will want to consider wearing modest clothing options that align with the local cultural norms whilst maintaining a professional appearance.
Respect the local laws and regulations by familiarising yourself with any legal restrictions or requirements related to dress code, behaviour in public spaces or interactions with the local community. One key tip to remember before travelling on a business trip is to reach out to colleagues, peers, or networks who may have first-hand knowledge of the destination you are travelling to. Ask for recommendations, tips, and insights to enhance your understanding of local customs to help better navigate effectively.
Good Travel Management has partnered with Tripism to do just that for business travellers. Our clients can get access to a platform that allows them to gather a travel community for their organisation. The employees are able to seek advice, share experiences, and gather practical tips from other peers with relevant expertise or first-hand experience.
Secured Travel Documents
Travel documents are essential for any trip, and ensuring they are properly secured and readily accessible is crucial for a smooth and stress-free business travel experience. For female travellers, it’s particularly important to safeguard these documents to minimise the risk of loss or theft.
Before your business trip, begin by verifying all necessary travel documents, including your passport, visa (if required), and any relevant identification cards or permits. Make sure to store your documents in a secure and easily accessible location, such as a designated travel wallet.
Create digital copies of important travel documents, including your passport, visa, travel itinerary, and insurance papers, before your trip. You can do this by taking a photograph or scanning each document individually. You will also want to share these documents with trusted contacts, such as colleagues or family members, who can assist you in case of an emergency.
Prepare a list of essential emergency contact numbers for the country you are visiting, including local emergency services, police, medical facilities, and the equivalent of the 999 emergency number. Keep this list easily accessible, either on your mobile phone or written down in a notebook that you will have easy access to.
Implement Precautionary Measures
Taking proactive steps to mitigate potential risks is essential for female travellers preparing for a business trip. By implementing precautionary measures, women can enhance their attentiveness and minimise the impact of unforeseen circumstances.
The first step is to thoroughly review and understand your organisation’s travel policy if they have one, including any guidelines or protocols related to safety, security, and risk management. A travel policy should have a specific focus and recommendations for unique individuals who need different requirements for accommodations and transportation. For example, you have to use ground transportation unless it’s past 8 o’clock or it’s dark, then you can order a taxi.
Share your detailed travel itinerary, including flight schedules, accommodation details, meeting locations, and contact information, with a trusted colleague or friend. Having a traveller safety app that provides real-time alerts and updates on safety and security conditions in your destination will be key to ensuring you feel comfortable throughout the business trip.
Having a corporate travel management software tailored to your business is key. Good Travel Management includes comprehensive travel risk management with the platform offering real-time security alerts to business travellers. This allows business travellers to stay ahead of any potential risks with it’s built in traveller tracking capability, which can be switched on or off but provides added safety by offering real-time location updates.
Pre Business Trip | Checklist
Female travellers can approach their business journey with confidence by being well-prepared. This helps women navigate unfamiliar environments smoothly and ensures a successful and rewarding business travel experience.
Make sure you check off the below before your business trip.
Researching the Destination
- Do you understand the cultural norms and customs of your destination?
- Have you checked what dress codes are appropriate for women, for business and casual?
- Have you familiarised yourself with legal restrictions and requirements?
- Did you reach out to a colleague asking for recommendations?
Securing Travel Documents
- Have you got digital versions of your travel documents saved onto your phone?
- Is your passport in-date for your journey? Make sure it doesn’t run out whilst you’re away.
- Have you got the list of emergency contact details of your destination listed on your phone?
Implement Precautionary Measures
- Have you reviewed your organisation’s travel policy? Does it need changing or updating to suit the needs of a female traveller?
- Have you shared your travel itinerary with someone who you trust to know your location at all times?
- Did you get access to a travel safety app like Good Travel Management offers as a TMC?
During the Business Trip
Staying safe while travelling for business is crucial. Keeping in touch with trusted contacts and sharing your location using mobile apps adds an extra layer of security. This section provides practical tips for ensuring safety during your trip, including selecting secure accommodations and prioritising safe transportation options.
Let’s have a look at what you need to know:
Sharing Your Location
Staying connected with trusted contacts and maintaining communication about your whereabouts is essential for female travellers, especially when navigating unfamiliar environments or travelling alone.
Using location-sharing features on your mobile phone can provide added security and peace of mind. Sharing detailed itinerary information, including flight schedules, hotel reservations, and planned activities, allows trusted contacts to stay informed and provide assistance if needed.
Remaining vigilant and responsive to messages or calls from trusted contacts is essential for maintaining safety and ensuring quick assistance. By staying connected and sharing your location during the trip, female travellers can enhance their security and enjoy a more confident and reassured travel experience.
The Accommodation
Selecting safe and secure accommodations is imperative for female travellers to have a comfortable and protected stay during their business trip. When choosing an accommodation, look for hotels or rental properties that have consistently received high ratings from previous guests, particularly in terms of cleanliness, staff professionalism, and safety measures.
Location
Consider the location of the accommodation with your business activities and the surrounding area in mind. Choose accommodations situated in safe and well-lit neighbourhoods, preferably close to business venues, transportation hubs, and restaurants and convenience stores.
Room
When booking your room, request accommodations on higher floors whenever possible. Rooms located on higher floors are typically less accessible to unauthorised people therefore adding more privacy and security. Plus, a bonus of being higher up is that it can provide better views and less noise to help your well-being on the business trip.
Checking-In
Upon check-in, inspect the room for essential security features. You should verify that the door locks are functioning properly and securely, including deadbolts, peepholes, and door chains and test the windows to make sure they are secure with locks or safety latches. Also when checking in, if the receptionist calls out your room number, don’t hesitate to ask for a new room. Your safety and security are paramount and you have the right to address these concerns.
Hotel Policies
Familiarise yourself with the hotel’s safety policies and procedures, including fire safety protocols and emergency routes. Also, make sure to keep a note of the hotel contact information in case of emergencies.
Additional Precautionary Measures:
- Avoid sharing your room number or personal details with strangers.
- Use a portable door alarm or wedge to reinforce door security.
- Keep curtains or blinds closed at night to prevent outsiders from viewing the interior of your room.
- Notify hotel staff or front desk personnel if you encounter any suspicious behaviour or concerns during your stay.
Transportation
Ensuring safe transportation on your business travel is essential for female travellers. When travelling at night, plan your transportation carefully to minimise risks and avoid travelling alone, wherever possible.
Maintain a heightened sense of awareness whilst using transportation services. Do so by keeping your belongings secure and close to you, especially in crowded areas and be wary of potential theft attempts, such as pickpocketing. Trust your instincts when assessing safety, if a situation feels unsafe, consider alternative transportation.
Your corporate travel policy should value these considerations such as being able to book a private taxi when travelling in the evening to ensure safety. Be sure to take advantage of the resources available from transportation services to enhance your security, for example, some apps have features such as being able to share your trip status with trusted contacts.
During the Business Trip | Checklist
Sharing your Location
- Have you put your location feature on your mobile phone and given access to some of your trusted contacts?
The Accommodation
- Have you picked an accommodation situated in a safe and well-lit neighbourhood?
- Have you requested your room to be on a higher level?
- Did you check the door locks and windows for any faults?
- Do you know where the emergency exits are in your accommodation?
Transportation
- Do you have a trusted taxi service to call if you need to travel late at night?
- Have you got a safety app turned on with the location data available to a trusted contact?
Post Business Trip
After completing a business trip, providing feedback to your organisation, communicating with your network, and reviewing the travel policy are vital steps to ensuring the safety of future travel experiences.
We will delve into the importance of those post-trip actions here:
Feedback To Your Organisation
Offering feedback to your organisation after a business trip is essential for improving travel experiences and ensuring the safety and well-being of employees, particularly female travellers.
Key points to address are:
- Highlight the positive aspects of your travel experience, such as travel arrangements, quality of accommodations, and the success of business meetings. Make sure to recognise any service or support provided to you during your trip. Positive feedback reinforces the successful practices happening in travel management.
- Identify areas where improvements can be made to enhance future travel experiences. This may include suggestions for streamlining booking processes through a TMC like Good Travel Management or improving communication and support channels for business travellers whilst away. Consider convenience, efficiency and comfort when looking at the pain points of the trip.
- If you have any safety concerns from the business trip, highlight them and offer suggestions for mitigating similar risks in the future.
- Give specific recommendations for traveller safety based on your first-hand experience such as choosing to implement additional safety training.
- Encourage open communication between employees and the corporate travel team or management. It’s your chance to create an opportunity for employees to share feedback, concerns, and suggestions for improving the travel experience. Build a work culture of accountability and transparency to empower employers to contribute to the improvement of travel practices.
By providing feedback to your organisation after a business trip, female travellers can have a say in the improvement of travel experiences and awareness of safety and well-being for all employees. Effective feedback in a corporation enables them to address challenges, implement proactive measures and prioritise the safety of the workforce on business trips.
Communicate With Your Network
Communicating with your network after a business trip involves sharing your travel experience with peers and friends in your professional life. Emphasising what safety tips and lessons learned are essential for increasing awareness, especially for female travellers.
Make sure to prioritise safety tips and recommendations that can benefit fellow female business travellers. Share specific strategies and tips for staying safe whilst on business trips such as choosing safe accommodations or transport services. Emphasise the importance of being proactive when looking at safety measures in unfamiliar environments.
Importantly, make sure to reflect on any challenges or incidents encountered during the business trip and the lessons learned from it. Share how you addressed the unexpected situation, these real-life experiences can provide more practical insights than you think for others to be more prepared and proactive in their business travels.
Offer support and assistance to the network around you who may have safety concerns or questions about their upcoming business travel. Provide guidance, advice, and practical tips based on your own experiences and knowledge, giving other female travellers the encouragement they need.
Review and Amend the Travel Policy
Reviewing and amending the current travel policy involves a collaborative effort from relevant stakeholders to ensure that the policy sufficiently addresses the safety and security needs of all business travellers, particularly women.
Have a look at the process you need to go through:
Engage Stakeholders
Initiate discussions with key stakeholders, including corporate travel managers, human resources representatives, and employees who frequently travel for business. Gather the feedback and insights from various perspectives to truly understand and get a grasp on the strengths and weaknesses of the current travel policy in place.
Assess the Current Policy
Manage a comprehensive assessment of the organisation’s current travel policy to identify areas that may need improvement or revision. Evaluate the existing safety measures, protocols, and resources to decide their effectiveness in addressing the needs of female business travellers and limiting the potential risks that come with business travelling.
Review the Feedback
Review the feedback and overall insights gathered from business trips, particularly the feedback from female travellers, to identify specific safety concerns, challenges, and best practices that do work. Make sure that attention is on any gender-specific issues or vulnerabilities reported by female travellers and consider how these can be addressed in the updated travel policy.
Incorporate Safety Measures
Consider incorporating additional safety measures and resources tailored to the needs of female travellers. This may include:
- Providing guidelines for selecting safe accommodations and transportation options.
- Offering resources for self-defence training or safety awareness workshops.
- Establishing protocols for reporting safety incidents and accessing support services.
- Implementing measures to address harassment, discrimination, or gender-based violence.
- Ensuring access to gender-specific healthcare services and support resources.
Educate and Train Employees
A crucial part of reviewing and amending the travel policy is to ensure that all employees are informed about the new safety measures and resources available. Provide training sessions and online resources to help the employees understand their rights and responsibilities whilst travelling for business
Promote Awareness to Employees
Be sure to promote awareness and compliance with the updated travel policy among all employees, whether that be through email newsletters, intranet announcements or staff meetings. Emphasise the organisation’s commitment to prioritising the safety and well-being of female travellers and encourage active participation in the training.
Seek Continuous Improvement
You may have amended the travel policy now but you need to commit to a process of continuous improvement and refinement based on ongoing feedback and insights from the business travellers. Regularly review and update the policy to address emerging safety concerns, incorporate new technologies and resources, and be sure to adapt to changes in travel trends and conditions.
By collaboratively reviewing and amending the travel policy to address the safety needs of female travellers, organisations can create a more inclusive, supportive and protective environment for all employees who travel for business.
Post Business Trip | Checklist
Feedback to your Organisation
- Have you highlighted the positive aspects of your travel experience? These are just as important as the negative feedback.
- If you have any safety concerns from the business trip, have you offered suggestions to remove these risks in the future?
- Have you been open with your communication and being honest about your experience? If you’re honest, it will only help improve the overall travel experience for others and yourself in the future.
Communication with your Network
- Have you shared any tips or specific strategies for staying safe whilst business travelling?
- Did you reflect on your experience? What made you uncomfortable? What needs to happen to remove that for future female business travellers?
- Have you put yourself forward to help those other women worried about travelling for work? You may have provided them with advice on ground transportation or how to be aware of an unfamiliar destination.
Review and Amend the Travel Policy
- Have you gathered the feedback and insights from various perspectives to truly understand and get a grasp on the strengths and weaknesses of the current travel policy in place?
- Have you evaluated and done an assessment of the existing safety measures, protocols, and resources to decide their effectiveness in addressing the needs of female business travellers?
- Did you consider incorporating additional safety measures and resources tailored to the needs of female travellers?
- What training sessions and online resources have you put forward to employees to help them understand their rights?
- Have you made sure to promote awareness and compliance with the updated travel policy among all employees, whether that be through email newsletters, intranet announcements or staff meetings?
The Role of Corporate Travel Management
As female business travellers head on their journeys, prioritising safety is key for peace of mind and a successful business trip. Recognising the unique challenges and potential risks faced by women, both travel managers and organisations as a whole need to take proactive measures to ensure safety and security. By implementing effective safety precautions, women can navigate their business trips with confidence and reassurance.
This comprehensive guide provides tailored safety tips specifically designed for female business travellers, offering practical advice and strategies to address potential risks and ensure a smooth and seamless travel experience. Every step of the journey should be thought about when it comes to safety.
Take the next step in ensuring your safety and peace of mind during business travel by coming on board with a Travel Management Company like Good Travel Management. We have a wide dedicated team specialised in providing personalised travel solutions and support, tailored to your unique needs and preferences.
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